Graduate Student Travel Fund
Quick Facts
Graduate students are eligible for reimbursement from the Graduate Student Travel Fund once per degree program. The Travel Fund provides travel support to a maximum of $400 per graduate student.
Applications accepted throughout the year.
Eligibility
To be eligible for the Travel Fund, students must be registered in a graduate program administered by the Faculty of Graduate Studies. This excludes a small number of programs, such as MBA, MM, MEng, etc. To check if your program is administered by the Faculty of Graduate Studies, please refer to the list of graduate programs offered at UBC.
The Travel Fund provides travel support to a maximum of $400 per graduate student who:
- presents a paper or poster at an official conference or symposium (student workshops are ineligible),
- participates in a music competition, or
- performs by invitation at a music professional conference.
The conference or competition must take place while the student is enrolled full-time in a graduate degree program. Students on official on-leave status are not enrolled full-time. Full-time enrollment ceases at the end of the month when all degree requirements are completed, not at the time of convocation.
Eligible Expenses
Eligible expenses include:
- travel (at economy airfare prices)
- accommodation
- conference registration
- meals
For information about per diem rates and other eligible travel expenses please see UBC Policy #83 - Travel and Related Expenses.
Procedures
Application for Reimbursement
Students must submit the following to the Faculty of Graduate Studies:
- Completed Graduate Student Travel Fund Application. Application must be signed by student and faculty supervisor.
- Proof of conference presentation or program agenda.
- Complete conference program agenda, if claiming meals. Actual meal receipts or per diem can only be claimed for meals not provided or included in conference registration.
Reimbursement to Student
In addition to application materials listed under “Application for Reimbursement” students must submit original, itemized, and dated receipts for all expenses claimed. Credit card receipts that are not itemized are not acceptable for reimbursement. For air travel, original ticket with passenger itinerary/receipt is required. A passenger itinerary/receipt is required for e-tickets.
Cheques will be generated by Financial Services and sent to the mailing address listed on the application form.
Reimbursement to UBC Faculty Supervisor
In addition to application materials listed under “Application for Reimbursement” student must submit both:
- copies of receipts which were submitted to faculty supervisor or department for reimbursement
- a copy of travel/payment requisition originally submitted by department to Financial Services
Funds will be transferred directly from the Graduate Student Travel Fund into the faculty supervisor's research account.
Further Information
Applications for reimbursement will be accepted only after travel is completed. Otherwise, there is no deadline for submission - students may submit Graduate Student Travel Fund applications at any time.
Complete Graduate Student Travel Fund applications are processed once a week by Awards staff. It normally takes two to four weeks for Financial Services to process travel requisitions. Processing of complete applications from August to November may take a bit longer, as this is the peak period for Graduate Awards staff.
